Transcript Capabilities Overview - University of Texas at Austin

APPLIED RESEARCH LABORATORIES
THE UNIVERSITY OF TEXAS AT AUSTIN
ProCard
Compliance
Training
Questionnaire
March 2010
APPLIED RESEARCH LABORATORIES
THE UNIVERSITY OF TEXAS AT AUSTIN
ProCards are issued to individual University of Texas
(UT) employees, not offices, departments, or cardholder
groups. The cardholder has full responsibility for the
allocability/allowability of transactions and verification of
all transactions listed on the spreadsheet required by the
ARL Vouchering Office. Transactions and VP7
documents shall be verified by an approving official.
There is a personal liability with the use of the ProCard.
Any cardholder making an unauthorized purchase will be
personally liable for reimbursing The University or have
their card privileges suspended. The use of a ProCard to
pay for a purchase does not exempt UT employees from
following State of Texas, federal, or UT purchasing
requirements.
See: http://www.utexas.edu/admin/purchasing/fhdbk.html
APPLIED RESEARCH LABORATORIES
THE UNIVERSITY OF TEXAS AT AUSTIN
Cardholder Responsibilities
It is important to notify the Purchasing Office if a
cardholder terminates employment with The University
or changes departments and must cancel his card. The
procurement card should be cut into pieces and a
notification to cancel the card sent to the Procurement
Card Administrator prior to the employee's departure.
The cancellation notification should list the cardholder's
name and last 8 digits of the procurement card number.
To report fraudulent use of a procurement card, contact
the Procurement Card Administrator, then the ARL
Business Office.
APPLIED RESEARCH LABORATORIES
THE UNIVERSITY OF TEXAS AT AUSTIN
The following is a list of ProCard Disallowed Purchases:
see http://www.utexas.edu/admin/purchasing/procard/pg_prohibit.html
for updates








Alcoholic beverages
Ammunition
Animals
Cash advances
Communication design services,
including
– Web site design and development
– print collateral design
– brand and logo development
– copywriting
– photography
– videography
– signage and wayfinding
– advertising and other communication
vehicles that represent the
university, its colleges, schools, and
units
Consulting services
Controlled substances
Cylinder gases

















Entertainment
Flowers
Food
Gasoline
Hazardous chemicals
Leases
Liquid nitrogen
Online payment services such as PayPal
Personal items
Plants
Purchases involving the trade-in of
university equipment
Radioactive materials
Travel
Tuition
TxTag toll road tags
University parking permits
Weapons
APPLIED RESEARCH LABORATORIES
THE UNIVERSITY OF TEXAS AT AUSTIN
Allowability of Purchases
When ProCard purchases are made under a contract or
sponsored research agreement ( UT "26" account number),
the cardholder has the additional responsibility to determine
the following:
Is the purchase allocable/allowable under the terms of the
contract and are the items required in support of technical
performance?
For example: Telephones, office furniture/other equipment, or
personal items such as prescription eye-ware must be justified
as performance related; administrative /generic training
courses are generally not allowed unless specifically identified
in the contract.
APPLIED RESEARCH LABORATORIES
THE UNIVERSITY OF TEXAS AT AUSTIN
Procurements
for computers and technical devices
must be performance specific and are normally part
of a deliverable system. Unless the contract
specifically requires the above items, they should be
purchased from Lab Fee or PDC funds.
Items
such as computers and printers should not be
purchased within 90 days of contract termination
without justification. Purchases required for technical
performance are allowable and justification should be
provided to avoid the perception of spending down
the contract which would make the expenditure an
audit exception.
APPLIED RESEARCH LABORATORIES
THE UNIVERSITY OF TEXAS AT AUSTIN
Vendor Tax Status
For any purchase over $500, it is the responsibility of
the cardholder to verify that the Vendor is in good
standing with the State of Texas. This verification
must be made by searching for the vendor's name
and EID in either *DEFINE or POINTPLUS.
*DEFINE will have an asterisk next to the vendor
name on the GG4 & GG3 commands if the vendor is
on hold. POINTPLUS will have "HOLD" next to the
vendors name.
APPLIED RESEARCH LABORATORIES
THE UNIVERSITY OF TEXAS AT AUSTIN
Confirming vendor Office of Foreign Assets Control
Specially Designated Nationals List status
For all purchases, the cardholder is responsible for
verifying that a potential vendor does not appear on the
list of Specially Designated Nationals (SDN) issued by the
United States Treasury's Office of Foreign Assets Control
(OFAC).
Under Executive Order (EO) 13224 issued by the
President of the United States, all government entities are
prohibited from doing business of any kind with people,
organizations, businesses, countries or other entities that
appear on this list.
This verification can be made by searching for the vendor's name on
the SDN List: http://www.treas.gov/offices/enforcement/ofac/sdn/
APPLIED RESEARCH LABORATORIES
THE UNIVERSITY OF TEXAS AT AUSTIN
Freight On Board (FOB):
FOB signifies who is responsible for the item until
received at ARL.
Origin or Shipping Point signifies that the Vendor
relinquishes title when it leaves their dock. It is the
responsibility of the cardholder to negotiate any loss
or damage with the freight carrier.
Destination pricing signifies that the Vendor owns
title to the item(s) until it is received by ARL. In case
of loss or damage, the Vendor would be responsible
for replacement of the item. Destination pricing
should always be requested when soliciting a
quotation.
APPLIED RESEARCH LABORATORIES
THE UNIVERSITY OF TEXAS AT AUSTIN
Justifications
Procurements for computers and technical devices must be
performance specific and are normally part of a deliverable
system. Unless the contract specifically requires the above
items, they should be purchased from PDC or Fee funds.
Preferably, computers and other general use items should be
purchased through the Purchasing Office but in case of an
emergency, a ProCard may be used as long as the ProCard
holder provides the same justification required on the PR.
All purchases using fee funds must have approval from either
Patty Hamm or Lou Ann Marrs prior to the spreadsheet being
submitted to the Vouchering Office.
APPLIED RESEARCH LABORATORIES
THE UNIVERSITY OF TEXAS AT AUSTIN
Special Purchasing Considerations for use of
ProCard versus Purchase Request
Cell Phones (ARL:UT policy prohibits without
Director approval) Equipment may be allowed, but
the cell phone service is not allowable. Phone
(equipment) should be charged to PDC or Fee
accounts unless the cell phone is dedicated to the
performance of a contract.
APPLIED RESEARCH LABORATORIES
THE UNIVERSITY OF TEXAS AT AUSTIN
Special Purchasing Considerations for use of
ProCard versus Purchase Request (continued)
Machine Shop or other services should be weighed
carefully since fabricated parts are sometimes voided
by vendors. The cost of the service may be low but
the cost of the material may be thousands of dollars.
Printing: Article XVI of Texas Constitution requires
that all printing jobs, regardless of the cost, be
competitively bid. The only exception is printing
processed through UT Printing or Duplicating. Bids
must be kept with the voucher documentation.
APPLIED RESEARCH LABORATORIES
THE UNIVERSITY OF TEXAS AT AUSTIN
Special Purchasing Considerations for use of
ProCard versus Purchase Request (continued)
Allocated Electronics Components: ProCard holders
should evaluate whether electronic components
which are highly allocated should be purchased by
ProCard or by PO method. The latter allows the
Purchasing Office the option of citing a government
priority rating which is often used by Vendors to
determine which customers have priority for delivery.
APPLIED RESEARCH LABORATORIES
THE UNIVERSITY OF TEXAS AT AUSTIN
Special Purchasing Considerations for use of
ProCard versus Purchase Request (continued)
Books: The User is responsible for having all books
and manuals purchased with a ProCard logged in by
ARL library personnel and issued an accession
number.
Long Lead Items: Items with long lead delivery may
not lend themselves to the ProCard method. The
cardholder should determine whether the Vendor will
issue charges at award or when the items are
shipped since pending charges may decrease
spending limits unnecessarily.
APPLIED RESEARCH LABORATORIES
THE UNIVERSITY OF TEXAS AT AUSTIN
Special Purchasing Considerations for use of
ProCard versus Purchase Request (continued)
Office Supplies: Use of the ProCard for office
supplies to non-Office Depot vendors is prohibited
unless the items required are not available through
UT's Office Depot contract (OD). The ProCard may
be used in person at OD for items that are required
immediately, and OD will apply the same discount as
would be available on-line for ProCard holders. The
cardholder must justify why an office product was not
purchased at OD on the spreadsheet and will be
personally liable for any inappropriate charges.
APPLIED RESEARCH LABORATORIES
THE UNIVERSITY OF TEXAS AT AUSTIN
Billing - Monthly Administration:
The cardholder must maintain an Excel spreadsheet of all
transactions as well as a file of associated signed and dated
receipts. The receipts should be signed by someone other
than the cardholder that placed the order.
The spreadsheet should contain the following: Purchase date,
unique Cardholder ID#, vendor name, vendor EID, tax status,
SDN status, item description, amount, contract charged, and
budget category. For fabricated items (83 subaccount),
provide the system name and requestor’s name. Justification
is required on personal/general use items purchased on
contract funds, printed circuit board purchases not done
through Purchasing, or conference attendance paid on
contract funds.
APPLIED RESEARCH LABORATORIES
THE UNIVERSITY OF TEXAS AT AUSTIN
Go to Review